Event Planning Guide (External)

FOR External rental only

Requesting event space

Overview

Whether it be outside or inside, the Colorado School of Mines has a variety of event spaces ready for your next occasion. Ballrooms and meeting rooms available in the Ben Parker Student Center and the Green Center, in addition to classrooms, and gymnasium space are just a few examples of what Mines has to offer.

Please fill out our Request for Proposal Form to get started!

Need Help?

Please contact us at rentals@mines.edu or contact us at 303-273-3460 with any questions.

Event Setup

Setup Assistance

The Campus Events department is excited to provide professional-level event set up for your next occasion.

Our ‘A-Team’ is willing to assist in the following ways:

Large venue conversions
Room sets
Stage sets
Chair sets
Day-of-event production assistance
Grounds preparation
Event equipment drop off and pick-up

Setup Policies and Procedures

Our event setup team does not assist with room reservations or space rental. After a reservation has been placed and confirmed, our team will assist with event set-up requirements. Please use EMS to submit any requests for event spaces.
All event requests must be submitted at least four (4) business days prior to your event to ensure all details are managed before the day of the event.
When requests are made with less than four working days notice, the event set up team will do its best to accommodate, but cannot guarantee success because of the uncertainty of available labor.
If items are lost or stolen, the requesting department or club will be charged for replacement costs.
In order to maintain workflow and control costs, during the production of any event, the event setup team will take direction from the Campus Events department.
When using event spaces on campus, Facilities Management and Campus Events ask that you please clean up any trash, personal food or equipment, and any other belongings.
Any alteration to the facility or grounds by, or on behalf of an outside entity, must be approved in advance of the event.

Event Insurance

All groups that require a rental contract are required to have event insurance in the amount of 1 million dollars per accident for bodily injury and 3 million dollars per accident for property damage covering each day of their event.

Insurance options for Tenants/Lessees, through URMIA-TULIP at https://tulip.ajgrms.com/. Please select “Get a Quote”; and State of Colorado and Colorado School of Mines.

Technology

Are you ready to bring your event to the next level? It’s time to start thinking about what technology and equipment you’re going to need! The Campus Events department has an ample amount of options available for you to choose from.

RESOURCES AVAILABLE

Mounted displays in conference rooms
Stationary and Portable projectors
Laptop computers
Conference phones
A/V Cables (HDMI, VGA)
Easels
Microphones (wireless and wired)
Whiteboards
Podium
Portable sound system
….and much more!

ADDITIONAL ASSISTANCE NEEDED?

Catering

Time to spice up your big event? Flavours by Sodexo is the exclusive catering option for the Ben Parker Student Center and preferred option for all buildings on campus. They offer a wide variety of options for your event.

To see everything Sodexo has to the offer and place your order, visit their website. Also If you have any other inquiries or questions regarding a new or existing order, please contact our Catering Coordinator by phone: 303-273-3349 or email at catering@mines.edu.

PLEASE REMEMBER to place your order at least two weeks in advance of your event.

Parking

Colorado School of Mines is a pay-to-park campus and parking restrictions are enforced year-round, Monday-Friday, 7am-5 pm. Please see the Parking Services website for complete information on where to park on campus.